Cancellation policy

[Flowerofthefen]

I had booked a clinic this weekend. I notified the organiser last week that I may not be able to make it. I then notified yesterday to say I definitely couldn't make it. They have replied saying I need to fill my space!! Is this a new thing? I cannot find their cancellation policy so have asked them what it is , still awaiting a reply. If I have to fill my space if I need to cancel in the future I just won't book in the first place!

 

[94lunagem]

It depends on what had been agreed, I’ve organised clinics before and kept my own waiting list. I would expect the session to be paid for unless it could be filled, but I never expected the person cancelling to fill it themselves.

 

[Rowreach]

For our clinics if people cancel after a specified cut off date then if we or they can't fill the space, they forfeit the money, but we'll fill it if we can.

I imagine that's what they mean in this instance, they can hardly refund you at this late stage.

 

[Flowerofthefen]

I'm used to a 24/ 48 hour notificof a cancel but I would have thought 6 days was ample. If that is the case it will put me off booking again as I cannot afford to loose the money

 

[Jambarissa]

They should have made you aware of cancellation policy, did you book via a website or anything? If it was just some sort of sign up sheet with no agreeing to T&Cs then they can't make you pay but you might have to fight if you've already paid.

I personally wouldn't expect any sort of refund for cancelling at late notice unless they can fill your space. It's someones livelihood and they've probably rented an arena etc and could be out of pocket if a few drop out and don't pay.

 

[Jenko109]

They should be making you aware of their cancellation policy prior to taking payment from you.

If they have failed to do this, then yes, they should be refunding you and learning from their mistake.

On the off chance that you paid by card, you can charge this back on the grounds of credit not processed following cancellation of service.

 

[Flowerofthefen]

I booked via a website. I've just looked again and there is no cancellation policy details on the advert. I will probably just have to swallow this one and learn for next time!

 

[ycbm]

They should be making you aware of their cancellation policy prior to taking payment from you.

If they have failed to do this, then yes, they should be refunding you and learning from their mistake.

Why? If no cancellation policy is stated then there is no refund on cancellation, simple as that. There is no obligation to refund for something somebody has bought and now decided that they don't want.

On the off chance that you paid by card, you can charge this back on the grounds of credit not processed following cancellation of service.

The service was not cancelled. The purchaser has chosen not to take the service they paid for. The service is still available. There's no reason whatsoever why the bank should agree to refund this.

Organisers have to have a number of attendees lined up in order to go ahead with booking a trainer and venue. It isn't reasonable to expect to be able to reserve a place and then simply decide late on not to go and to demand a refund. For popular trainers there may be a wait list but there often won't.

 

[Britestar]

Is it worth trying to sell your place on local fb pages?
I often see that around here.

 

[millitiger]

Unfortunately as someone who arranges training clinics, 6 days is usually NOT enough time to fill the space.
By a week out, the venue will be booked for a certain amount of hours, the trainer booked for a certain amount of hours- who do you expect to cover their costs to give you a refund if the space can't be filled?

 

[little_critter]

I'm used to a 24/ 48 hour notificof a cancel but I would have thought 6 days was ample. If that is the case it will put me off booking again as I cannot afford to loose the money

Problem was it wasn’t 6 days notice. You said a week ago you *might* not make it. At that stage they can’t really give away your space because you haven’t absolutely cancelled.
Id see if you can sell your place on FB, even if you seriously discount it, at least you get some money back.

 

[Jenko109]

Why? If no cancellation policy is stated then there is no refund on cancellation, simple as that. There is no obligation to refund for something somebody has bought and now decided that they don't want.



The service was not cancelled. The purchaser has chosen not to take the service they paid for. The service is still available. There's no reason whatsoever why the bank should agree to refund this.

Organisers have to have a number of attendees lined up in order to go ahead with booking a trainer and venue. It isn't reasonable to expect to be able to reserve a place and then simply decide late on not to go and to demand a refund. For popular trainers there may be a wait list but there often won't.

Not that simple at all.

I deal with cases of this nature regularly and if the customer has not been made aware that bookings are non-refundable or provided with a cancellation policy, then we will argue that the merchant is liable and that they have to accept the cancellation and provide a refund.

I cannot think of a single case of this nature where I have not won.

It may not be the most ethical argument, but it stands up at arbitration.

 

[silv]

For our clinics if people cancel after a specified cut off date then if we or they can't fill the space, they forfeit the money, but we'll fill it if we can.

I imagine that's what they mean in this instance, they can hardly refund you at this late stage.

This is the normal thing, every clinic I have been to.

 

[ycbm]

It may not be the most ethical argument

Well you are certainly right there.
.

 

[nutjob]

Where I live it's normal to have to pay in full in advance as so many people cancel at the last minute, especially for outdoor events / clinics if it rains. Refund policy or lack of usually stated though. There is sometimes a waiting list but often if you cancel at very short notice waitlist people have found something else to do. I organised a couple of things for RC, it's amazing that people who booked in then changed their mind expect the organiser to pay the trainer out of their own pocket. It's truly a thankless task organising stuff.

 

[Flowerofthefen]

Problem was it wasn’t 6 days notice. You said a week ago you *might* not make it. At that stage they can’t really give away your space because you haven’t absolutely cancelled.
Id see if you can sell your place on FB, even if you seriously discount it, at least you get some money back.

I told them beggining of last week I might not make it. I told them over the weekend I definitely can't make it so 6 days notice. The clinic is this coming weekend.

 

[Jenko109]

Well you are certainly right there.
.

I dont disagree with you and would not personally ask for a refund in these circumstances

Businesses should really just make it crystal clear to cover themselves. It saves any drama.

 

[ycbm]

I dont disagree with you and would not personally ask for a refund in these circumstances

Businesses should really just make it crystal clear to cover themselves. It saves any drama.

IMO most of these clinics aren't run by businesses, they're run by individuals who want a session with that trainer and have to get it by booking up a number of other people as well,, or small riding clubs trying to share knowledge and training around. I think it's a real shame if people make that too difficult by expecting refund at short notice, it can only lead to one thing.
.

 

[ihatework]

I told them beggining of last week I might not make it. I told them over the weekend I definitely can't make it so 6 days notice. The clinic is this coming weekend.

Advertise your space on local FB groups

 

[Flowerofthefen]

IMO most of these clinics aren't run by businesses, they're run by individuals who want a session with that trainer and have to get it by booking up a number of other people as well,, or small riding clubs trying to share knowledge and training around. I think it's a real shame if people make that too difficult by expecting refund at short notice, it can only lead to one thing.
.

I still don't think 6 days is short notice!! I suppose I'm just not used to it!! I very rarely cancel, in fact I think this is the first time I've cancelled something in the nearly 7 years I've had this horse!

 

[Bonnie Allie]

You have 6 days, plus you had an idea you may need to cancel. So hustle! You have 6 whole days to find someone to fill your spot.

If it’s a great trainer/clinic it should be a doddle. Put some effort in. It’s not the organisers role to manage your diary and life circumstances. Don’t get yourself labelled as a flakey horse person - be that person that is reliable and people want filling their future clinics.

Organising clinics is hard work, but made so much easier if you have participants who are a bit accountable for themselves.

 

[SaddlePsych'D]

I still don't think 6 days is short notice!! I suppose I'm just not used to it!! I very rarely cancel, in fact I think this is the first time I've cancelled something in the nearly 7 years I've had this horse!

It could be though for people who have perhaps planned their/their horse's activities for the week (i.e., to go to a different clinic or a competition), or who may need to arrange time off work/childcare/transport.

 

[Rowreach]

I told them beggining of last week I might not make it. I told them over the weekend I definitely can't make it so 6 days notice. The clinic is this coming weekend.

That’s not giving enough notice though. And saying you “might” cancel means nothing.

I wouldn’t run any clinics if people assumed they could cancel at the last minute and not pay/expect their money back.

 

[criso]

I still don't think 6 days is short notice!! I suppose I'm just not used to it!! I very rarely cancel, in fact I think this is the first time I've cancelled something in the nearly 7 years I've had this horse!

Whether it's short notice or reasonable depends on whether the space can be filled; if it's too late for them to cancel your slot without incurring charges; whether there are people who can attend with 6 days notice to take the space.

If you're not there and at this stage arrangements with the trainer and venue are firm, then your slot may need to be paid for even if you don't attend so the question is whose pocket this should come out of.

It would have been nice for the organiser to offer to advertise the empty slot as well though to reach more people however I would start advertising on Facebook yourself to try and fill it.

 

[LEC]

I organise a tonne of clinics. My normal rules are full refund 14 days before, after 14 days refund only if space filled and no refund 48 hours before, mainly because I haven’t got time to be advertising spaces, changing group dynamics, getting payment from new person.

A serious amount of time and effort goes into organising clinics and having to juggle everyone’s requirements. Then organising the hours of trainers and the arena all which normally need to be paid for.

 

[Upthecreek]

I still don't think 6 days is short notice!! I suppose I'm just not used to it!! I very rarely cancel, in fact I think this is the first time I've cancelled something in the nearly 7 years I've had this horse!

If you don’t think 6 days is too short notice, you shouldn’t have any trouble finding someone to take your place! Why should the organiser have the extra work of filling your place for no additional income because your plans have changed? I think it’s unreasonable to expect the organiser to fill your place when you cancel on Monday as most people would already have made plans for the coming weekend.

 

[blitznbobs]

Anyone who thinks 6 days isn’t short notice hasn’t organised many clinics … clinics are tough to fill at the moment and someone has to bare the cost of the arena hire and trainers time - who should that be?

 

[Flowerofthefen]

I eventually found the cancellation policy and it does indeed say space needs to be filled for a refund. We live and learn. I will be more careful in future!!

 

[sbloom]

This is a nightmare for those of us on the road, because I cover massive distances I can hardly ever fill cancellation spots, as times are only confirmed between one and two weeks in advance.

Like most fitters I don't take payment in advance, the admin would be a lot of work for a start, especially checking who's paid, at what point do you chase or remove them from the schedule etc....So it's very hard to get money from p pole for a cancellation.

I tend to only do it for very short notice cancellations but it leaves me seriously out of pocket. And this last year has been worse then ever for them, between illness/lameness/weather.

 

[Annagain]

I organise clinics for my riding club. All spaces must be paid for 5 days in advance, after that any cancellations must be paid for in full unless we / the rider fills the space. We often have a waiting list but not always. I'll advertise the spaces but won't add to my already long to do list ahead of the clinic by contacting people to offer it to them.

I think the issue here is the "might" cancel 6 days in advance but only actually cancelling a couple of days in advance.